Team assistant

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. 

Regional Context

The World Bank Group serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle-income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, deep inequalities persist in most LCR countries, with nearly a quarter of the Region’s people living in poverty. The Bank’s strategy in LCR is focused on five pillars: (a) stimulating growth and improving competitiveness; (b) reducing poverty and inequality; (c) making governments and institutions work for people; (d) providing a platform for tackling global issues (climate change, trade, disease, migration); and (e) reducing risk, whether from extreme weather events, climate change, crime, and violence, or other. During the ongoing COVID-19 crisis, LCR’s strategy is being adjusted to help counties respond to unprecedented health and economic crisis by saving lives; protecting poor and vulnerable people; ensuring sustainable business growth and job creation; and strengthening policies, institutions, and investments. The Bank will support countries in pursuing a green, inclusive, and resilient recovery.

CMU and Country Office Context

• The Caribbean Country Management Unit (LC3 CMU) covers 19 countries, with a total population of about 18 million people, ranging from Sint Maarten (40,000) to Haiti (11 million). The CMU and key staff, including the Country Director and Operations Manager, are based in Kingston, Jamaica. Additionally, the CMU has a Country Office (headed by a Country Manager) in Port-au-Prince, Haiti, and a Country Office (headed by a Resident Representative) in Guyana. A Caribbean CMU anchor unit represents the CMU in Washington, D.C., and supports the overall work program.
• In collaboration with Global Practice Groups, the LC3 CMU supports the development priorities of Caribbean countries through financing (IDA, IBRD, trust fund) and knowledge services, and also provides reimbursable advisory services in Overseas Countries and Territories. The active program includes a portfolio of 72 projects with commitments of $2.6bn in IBRD, IDA, and recipient-executed trust fund financing and 49 advisory services and analytics (ASA) products.
• The World Bank Haiti Country Office (LCCHT) is a medium-sized office with about 40 staff. LCCHT is part of the Caribbean Country Management Unit (LC3 CMU) and is responsible for overseeing the World Bank’s program in Haiti which, with an active portfolio of $1.3bn in IDA, representing approximately half of the Caribbean Program. LCCHT’s responsibilities include country strategy formulation and implementation, portfolio management, policy dialogue, and country relations. The unit’s goals are to ensure that: (i) the Bank’s program is carried out in a client–responsive manner which is relevant to the development challenges facing Haiti, (ii) the program can be realistically carried out within the unit’s budget parameters while meeting the Bank’s quality standards; and (iii) this program generates the intended development impact. The Haiti Country unit works closely with sector teams in the Bank’s Global Practices to ensure a successful delivery of the Haiti work program.
• LCCHT is searching for a Team Assistant to provide high quality office support and contribute to the smooth running of the daily operations of the Haiti Country Office. Tasks detailed in this TOR may vary according to the office support needs and requirements of the CMU activities.
• The Team Assistant (TA) will be under supervision of the Executive Assistant (EA) who is responsible for technical and professional development of the TA.  The TA is an integral part of the Haiti Country Office Administration team.
• Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2-year term appointment.

Role & Responsibilities

• The Team Assistant is an integral part of the Haiti Country Office Administrative and Client Support (ACS) team. (S)He will have a dual responsibility: (a) provide administrative and client support to operational staff; and (b) provide facility management support for the office.

The incumbent’s duties include, but are not limited to:

• Operational and administrative supportUse desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports.Keep abreast of the Organization’s directives and ensure effective processing of all project documents.
• Draft routine correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials;Draft minutes of meetings and provide assistance in editing large documents.Maintain up-to-date project files and retrieve data from various sources and compile these for use by the Country Manager and/or the Country Management Unit (CMU) as needed.Information Management and Client interaction.Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office.Track and report on appropriate aspects of the Team’s operational activities.Time management & Logistic planningCo-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.Other dutiesServe as a back-up to other staff and Task Team Assistants on project and administrative tasks. Occasionally perform Analytical tasks as may be requested by the Team Leader.

Selection Criteria

• At least the level of high school diploma in administration, secretariat, business administration with 3 years of experience, preferable in a similar position or equivalent combination of education and experience.Demonstrate strong interpersonal skills and commitment to work in a team – oriented, in a multi-disciplinary within a matrix management environment and ability to interact tactfully and affectively with staff at all levels.Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight deadlines.Demonstrated organizational skills, resourcefulness, effective time management and ability to handle confidential information. Excellent verbal and written communication skills in French. A good command of English and work experience in development organization would be an advantage.Ability to draft routine correspondence (memoranda, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation, and style.
• Demonstrated ability to manage tasks quickly/prioritize work effectively with minimal supervision, applying creative and practical problem-solving skills; must be detail-oriented and pro-active. Team player with a high degree of motivation, initiative, reliability, and willingness to help others to meet the unit’s work objectives. Contributes to a positive work environment through a collegial, “can do” communication style and by showing initiative to contribute to unit and team activities.Basic knowledge of office equipment. Organizational skills with the ability to work effectively under pressure, handling concurrent activities simultaneously to meet deadlines. Resourceful and proactive.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29502&site=1